Simplifying your event management through email marketing | EMSA 2011

EMSA 2011 | Innovation and InspirationOctober 19 | Brisbane Powerhouse | Queensland

Simplifying your event management with email marketing

Lisa RenneisenMarketing DirectorBright Conferences


i t ’s al l about managing data


Presenting two cases …

Rigpa Australia

Event registration system using Vision6 for data capture and PayPal for payment

InSync11

Complete management of speakers, sponsors and exhibitors


Rigpa Australia: The Challenge

• Required a flexible registration system to cater for 500 adults and children

• Needed to be easy to use and manage for non-tech savvy people

• Payment needed to accommodate an online, cheque and credit card payment in installations

• NFP run by volunteers - budget is limited


Rigpa Australia: The Solution

• Registration system built using VeMail• Makes most use of:

– web forms– automated emails (inc conditional content)– automated field population

• Nothing in the registration system goes beyond ‘off the shelf’ features for ease of maintenance


Paym

ent

Capt

ure

Det

ails








Rigpa Australia: The Outcome

• Concrete savings of approximately $2500 each year (vs a system like EventBrite)

• Ability to completely customise the fields• Ability to flexibly pull data• Ability to amend the system on the fly• Ability to communicate to segments in an

emergency situation as was the 2011 QLD Floods (SMS and Email)


InSync11: The Challenge

• To find a way to manage the speakers, exhibitors and sponsors at InSync11

• Speakers: – 120 speakers in 13 streams over 2 days– Call for speakers attracted over 250 abstract

applications

• Exhibitors and Sponsors– 45 exhibitors and sponsors with different

packages and benefits


InSync11: The Solution for Speakers

Call for Speakers Selection

Manage Selected Speakers


Update Profile Forms

File Upload Fields

Conditional Content

InSync11: The Solution for Exhibitors and Sponsors


Upd

ate

Pro

file

For

m


File

Upl

oad

Fie

lds


Con

ditio

nal C

onte

nt

1

2

3


InSync11: The Outcome

• Speakers– A simple flow for the speakers – No-one slipped through the cracks

• Exhibitors and sponsors – A single growing database rather than

information spread out– This was reciprocated with information back– Conditional content meant one email at a time


Finally – My Top Tips

• Focus on what you want to achieve, not how you want to achieve it

• Don’t be afraid of change – there can be great benefits to trying something new

• Sometimes a semi-automated system works better than fully-automated

• Communicating your process to the user helps avoid 90% of challenges


Thanks and Further Questions

Lisa Renneisen

Marketing Director | Bright Conferences

[email protected]

07 3103 2413

Simplifying your event management through email marketing | EMSA 2011

Self Improvement

brisbane powerhouse

email emsa

benefits emsa

limited emsa

challenges emsa

file upload fields emsa

solution registration

sponsors atinsync11